How Should Name-Related Discrepancies Be Handled in Background Checks?
Properly managing name discrepancies during background checks ensures accurate and reliable results. Below, we outline the essential steps to handle such scenarios effectively.
Introduction
Background checks rely on accurate and complete information, particularly the candidate's legal name. Discrepancies such as using nicknames or former names can result in incomplete or invalid verification. This guide explains how to address these discrepancies and avoid common pitfalls.
Why Matching Legal Names is Crucial
The accuracy of background checks depends on the data provided. For example:
Social Security Trace validates the Social Security Number (SSN), but criminal searches depend on the candidate's legal name for matching records.
If the name used in an order is not the candidate's legal name (e.g., a nickname or a former name), the report may not fully encompass all relevant data.
Thus, providing an accurate, legally-recognized name ensures comprehensive and valid search results.
Steps for Handling Name Discrepancies
1. Identifying Name Discrepancies
A discrepancy may arise if:
The name originally submitted is a nickname or an informal name.
The candidate has changed their name (e.g., due to marriage).
An alternate or former name is identified during the background check process.
2. Ordering a New Report
To resolve such discrepancies, follow these guidelines:
Re-order the Background Check: If the original order was completed using an incorrect or informal name, a new background check report must be submitted with the candidate's legal name. - Example: If a nickname was used initially (e.g., "Mike" instead of "Michael"), a new report must be ordered and signed with the full legal name.
Update and Verify Information: Ensure the candidate provides updated details, including their current legal name and any previous names, adhering to application guidelines: - The applicant must sign applicable disclosures again for the new or corrected name.
3. Verifying Legal Name through Documentation
Before submitting a new background check order:
Verify the legal name through government-issued IDs (e.g., driver’s license or passport).
Confirm the name aligns with the candidate's Social Security Number to avoid further discrepancies.
Conclusion
Managing name-related discrepancies during background checks is critical for obtaining accurate and thorough candidate data. Always use the candidate's legal name and, where necessary, submit new reports to correct inconsistencies. These practices safeguard reliability and compliance throughout the background check process.